Meeting with Financial Controllers 08 November 2018, Kaunas Common mistakes Meeting with Financial Controllers 08 November 2018, Kaunas

CONTENT Certificate (checklist & verification of costs) Report Procurement documentation Communication

CERTIFICATE General information & checklist General section filled in (sections ‘FC Report’ and ‘Partner information’ in FC profile) Checklist filled in correctly: answers specified comments for answers ‘No’ provided in English all answers confirmed

CERTIFICATE Verification of costs Verified costs are ticked “Verified by FC” Sitting ducks from previous periods are checked For deducted costs correction type and comments shall be provided in List of Expenditure and in Certificate section ‘Description of finding, observation and limitations’

CERTIFICATE Verification of costs Costs postponed for clarification “sitting ducks” are NOT ticked as “Verified by FC”, comments are provided in List of expenditure and in Certificate section ‘Description of finding, observation and limitations’. For sitting ducks ‘FC Difference’ cannot be specified. Do not forget to include “Sitting ducks” from previous periods – enter “FC expenditures, press “Show all waiting to be verified, including open expenditures from other reports”

CERTIFICATE Verification of costs Write comment in Certificate if PP has overreached costs planned under BL. This will be a signal to JS that changes in the project budget might be needed. Verification of preparation costs (report for 0 period): FC checklist should be filled in (even for 0 costs) if report was submitted to FC Lump sum for preparation costs under BL3 shall not be checked against supported documents Preparation costs for technical documentation under BL6 must be checked and supported with documents

CERTIFICATE Verification of costs If PP is registered outside the programme territory mark all reported costs as expenditure outside the programme territory Specify information about on-spot visit to partner in section ‘FC Report’ and attach report to section ‘Attachments’

CERTIFICATE Verification of costs When reverting Partner report to Project partner for correction remove tick “Verified by FC” from items of costs that need to be corrected. To upload missing documents in report, make or instead of reverting back whole report Missing documents must be uploaded in the report to ensure complete audit trail

CERTIFICATE Verification of costs Follow sequence of actions to issue certificate: Certificates issued under incorrect order of actions might be invalid. 1. Verify costs 2. Fill in checklist, press ‘Finish Cheklist 3. Fill in sections ‘FC Report’ and ‘Partner 4. Press ‘Check FC work’ 5. Press ‘Finalize FC work’ 6. Check if information is correct in FC certificate 7. Press ‘Finalize FC work and issue certificate’

New in eMS Means that changes in project were approved after report was generated.Thus, during verification of the report last approved application form has to be used that is available in Reporting section. New financial overview tables in section ‘Project living tables’

New in eMS Possibility to download ALL attachments from Partner reports with one click Possibility to download ALL attachments from ‘List of expenditure’ with one click

REPORT Report sufficiently filled in: Information in report gives clear understanding on implemented activities/deliverables and justifies reported expenditure All supporting documents are available in eMS to justify expenditure Reported costs are clearly described in ‘List of expenditure’ (Name of service/goods provider, Link to project). Descriptions of minor changes (deviations) in PPs reports are provided If report is not properly filled in, it has to be reverted to PP for correction

REPORT Content and quality of deliverables match Application form Communication requirements respected Additionally requested documents attached to report and communication with PP stored in FC section ‘Attachments’ Use of sitting duck option Modification request settled

PROCUREMENT Correct procedure was applied Full procurement documentation available in eMS and checked by FC Conducted contract meets procurement documents Product/service availability & quality Provided goods/services meet contract Full acceptance documentation Procurement subject matches planned in Application form

COMMUNICATION Communicate with partners: between PP and FC Communicate with partners: Ask questions and set deadlines for answers Attach communication in eMS Communicate problems & questions to JS